Losing your SF9 report card or your child’s can feel overwhelming, especially when you need it quickly for school transfer, senior high school or college enrollment, scholarship applications, or other requirements. In the Philippines, the Department of Education (DepEd) maintains systems that allow schools and Schools Division Offices (SDOs) to issue replacements or certifications based on permanent records, so you do not have to start from scratch.

School Form 9 (SF9), also known as the Learner’s Progress Report Card (formerly Form 138), is the official document that shows a student’s grades per subject, attendance, observed core values, and promotion status for a specific school year. It is generated from the Learner Information System (LIS) and issued by both public and private schools offering basic education from kindergarten to Grade 12. While you hold the physical copy, the school keeps the underlying data in School Form 10 (SF10 or Form 137), the permanent cumulative record. This allows for reliable replacement when the original SF9 is lost, damaged, or destroyed.

Legal Framework for Requesting Replacements

DepEd Order No. 54, s. 2016 (Guidelines on the Request and Transfer of Learner’s School Records) establishes the standard nationwide process for requesting, releasing, and replacing learner records, including SF9. The order emphasizes timely release without unnecessary burden on families while protecting the confidentiality and integrity of records. Schools and SDOs must facilitate requests efficiently, whether for current transfers or for former students needing duplicates.

Related DepEd policies reinforce that schools cannot withhold records due to unpaid voluntary contributions or other non-mandatory fees. In cases where physical records are unavailable due to circumstances beyond control (such as calamities), alternatives like School Form 5 (Report on Promotions) from the SDO can serve as basis for certification. These rules apply uniformly to public schools and guide private schools as well.

Step-by-Step Guide to Getting a Replacement SF9

Follow these practical steps that most families successfully use:

Start with the last school attended. Contact or visit the registrar or records section of the school where the SF9 was originally issued. Provide the learner’s full name, Learner Reference Number (LRN) if known, grade level or school year, and the reason for the request. Many schools can quickly regenerate or reprint an SF9 from their LIS data, especially for recent years.
Prepare and submit required documents. Bring a notarized Affidavit of Loss (a simple one-page document explaining when, where, and how the card was lost), a valid government-issued ID of the requester, and a written request letter addressed to the School Head. If requesting for a minor child, include a photocopy of the PSA birth certificate or proof of guardianship. If someone else will claim it, prepare a Special Power of Attorney (SPA).
Visit in person or send an authorized representative. In-person submission is most reliable. During peak seasons (enrollment periods or right after school year ends), call ahead to confirm requirements and avoid multiple trips. Some schools allow drop-off of documents with a follow-up schedule.
Escalate to the Schools Division Office if needed. If the school has closed, merged, no longer holds the records, or refuses to act, go to the SDO with jurisdiction over the school. Lodge the request at the SDO’s School Governance and Operations Division (SGOD). The SDO can pull data from LIS or archived School Form 5 and issue a certification. Under DepEd Order No. 54, s. 2016, non-transfer requests (including lost-record cases) are processed through this SDO channel.
Receive and verify the replacement. Processing usually takes 3 to 7 working days for recent records. Older records or those requiring SDO verification may take 1 to 4 weeks. You will typically receive either a duplicate SF9 or a formal Certification in Lieu of SF9, signed and stamped by the school or SDO. Check all details immediately for accuracy.

Documents, Fees, and Realistic Timelines

Commonly required documents (requirements can vary slightly by school or division — always confirm locally):

Notarized Affidavit of Loss
Valid ID (original and photocopy) of requester and learner (if different)
Written request letter stating purpose and specific school year(s) needed
PSA birth certificate or proof of relationship (for minors)
Special Power of Attorney (if claiming through a representative)
Any available photocopy or photo of the lost SF9 (helpful for verification)

Fees: Public schools generally charge little or nothing — costs are often covered by school Maintenance and Other Operating Expenses (MOOE) or other funds per DepEd policy. Private schools may charge a reasonable certification or duplicate fee; ask for the exact amount upfront. Notary fees for the Affidavit of Loss typically range from ₱100 to ₱300 depending on location.

Timelines: Recent records (within the last 5–7 years) are fastest because of LIS. Expect 3–5 working days in many public schools. Older records or peak periods can extend to 10–15 working days. Calamity-affected areas sometimes have expedited processes.

Common Challenges and Practical Solutions

Many families encounter delays when schools are busy or records are old. If the school says records are unavailable, ask to speak with the principal or records custodian and request written confirmation. Bring any proof of previous enrollment (old ID, diploma, or even a photo of the lost card). Escalate in writing to the SDO if unresolved.

Records lost in typhoons, fires, or other disasters are common in the Philippines. Inform the school or SDO immediately — they can often issue certifications based on LIS data or School Form 5 even without the original physical file. In widespread calamities, DepEd divisions sometimes coordinate mass processing.

For OFWs or families abroad, execute a notarized SPA before a Philippine embassy or consulate (or before a notary in the Philippines if someone local can help). Some divisions accept complete mailed requests with authenticated documents, but in-person or representative submission remains more reliable. Foreign students enrolled in Philippine schools follow the same process; if the replacement will be used outside the country, have it authenticated and apostilled at the DFA afterward.

Private schools sometimes have slightly different internal forms, but they must still honor DepEd record standards. If a private school imposes unreasonable barriers, document everything and raise it with the SDO.

Frequently Asked Questions

Do I really need a notarized Affidavit of Loss?
Yes. Schools and SDOs require it as standard protection against fraudulent requests and to maintain record integrity. It is quick and inexpensive to execute before any notary public.

Can I request a replacement for SF9 from many years ago?
Yes. Begin with your last school. If they no longer have the records, the SDO can usually issue a certification using archived data or LIS (for more recent years). Processing takes longer for very old records.

Is SF9 the same as Form 137? Which one should I request?
No. SF9 is the annual or quarterly report card for one school year. Form 137 (SF10) is the permanent cumulative record across all years. Many institutions ask for both. Clarify exactly what the receiving school, college, or employer needs.

Can I do this entirely online or by email?
Most schools and SDOs still require in-person submission or an authorized representative for security reasons, though some now accept initial inquiries or scanned documents via email or official portals. Always follow up in person for the actual issuance.

What if the school or SDO refuses to help?
Politely ask for the reason in writing and escalate to the School Head or SDO SGOD. DepEd policies support accessible records. Persistent issues can be reported through official DepEd complaint channels.

How much does it usually cost in public schools?
Often free or just a small printing/certification fee. DepEd rules discourage charging families for basic record services.

Can someone else request it for me?
Yes, with a properly notarized Special Power of Attorney clearly stating the purpose and authorizing the representative to sign and receive the document.

I need it urgently for college enrollment. What should I do?
Explain the deadline when submitting your request and bring proof (acceptance letter or enrollment slip). Schools and SDOs often accommodate urgent cases. A Certification of Grades can sometimes serve as a temporary substitute while the full duplicate is prepared.

Does the process change under the current MATATAG curriculum?
The core requirements and procedures remain the same. SF9 templates have been updated and automated for the revised curriculum, which often makes reprints faster and cleaner.

Key Takeaways

Begin at the last school attended; move to the Schools Division Office if the school cannot assist or no longer exists.
A notarized Affidavit of Loss is the standard first requirement for any replacement.
Public school replacements are usually low-cost or free and processed within days or weeks thanks to the Learner Information System.
Keep digital photos or scans of all important school documents from the start and request extra certified copies when they are first issued.
DepEd Order No. 54, s. 2016 and related policies exist to make learner records accessible while protecting their accuracy — you have the right to obtain proper replacements without undue difficulty.

With the right documents and a clear request, most people successfully obtain their replacement SF9 without major complications. Start with your school or local SDO today, and you will have the official document you need.